This article provides an introduction to the Documents Hub in Personio. It's the main area to view, organize, and manage employee documents for your organization.

Access the Documents Hub

To access the Documents Hub, select Documents from the left sidebar. This section is available to users with view permissions to the Documents Hub.

The documents visible to you in the Documents Hub are controlled by your permissions: you can only view or edit documents if you have permission for the relevant categories and employees. 

View documents

Table view

The Documents Hub shows all the documents in your organization that you have permissions to view. The documents appear in a table format. Use the search bar to type in a specific documents name. Or, switch between different views using the options on the left side of the window:

Sort and filter documents

Sort documents

Click a column name to see its options. Depending on the column type, you can choose between ascending and descending, or to hide it from the table view. 

Use the Sort option to adjust your view of documents. The table below outlines the sorting possibilities.

Filter documents

Click Filter to create rules that specify which documents appear in the table. Combine multiple rules to further define the view. Available filters include:

• Category: select one or multiple document categories.
• Creator: select one or multiple users who have created documents.
• Recipient: select one or multiple users with documents in their profile.

You can save filter views to use in the future. 

Customize document views

Customize columns

You can customize the documents list by adding, removing, and re-ordering columns to suit your needs. To add or remove columns, follow these steps:

1. Go to Documents.
2. Click the Columns tab. A list of column headers appears.
3. Click the toggle next to a column's name to activate or deactivate the columns that appear in the table. 
4. Drag and drop column names to arrange their order in the table view. Columns at the top of the list appear on the left in the table; those at the bottom appear on the right.

The table now only contains the columns activated. Deactivated columns appear at the bottom of the list. You can reactivate them anytime.

Apply filters

The filter functionality helps you to refine the table view based on specific criteria. You can combine filters to make a view as specific as necessary. You can save the filters to create a custom view that's relevant to your work that you can use later. To create a custom view in the documents hub:

1. Go to Documents.
2. Click Filter.
3. Define the rule set to specify what documents appear in the table. For example, "Category equals Absence Certificates". You can add multiple rules.
4. Click Sort to choose a sorting option for the order documents display in the table.
5. When happy with the view, click Save current view. Give it a name, then save it.

Your custom view appears to the left under Saved views. You can select this view in future.

Edit a custom view

Once you create a custom view, you can edit it at any point. You can change the name, delete it, or change the filters applied to the view.

1. To rename the view or delete it, hover over the view name then click the three dots. Click Rename or Delete.
2. Update the configuration of the saved view. This action will modify how items are displayed in this view.
3. The custom view appears under Saved views.

This helps you focus on the information most relevant to your work.

Manage documents in the Documents Hub

Learn how you can manage your organization's documents in the Documents Hub. 

More information

• Learn how to manage document categories and permissions for your organization in the Documents Hub.
• Read about document security and access controls for more details.